Executive Directors Report

Executive Directors Report

Directors Report

Executive Session

November 16 , 2020

November 16 , 2020 Minutes A. Minutes- October 19 , 2020

3 of 68

Executive Session of the Board of Directors Monday October 19, 2020 Virtual (Webinar/Phone) Minutes

Present

Greg Farmer, President Don Renoe, Vice President

Charles Hare, Treasurer Mike Barber, Secretary John Boudin, Director Charlie Leahy, Director Also Present: Ed Vitrano, General Manager Jennifer Miranda, Resort Services Manager & Executive Assistant to the Board & General Manager Call to Order

Meeting called to order by President Farmer 10:05 am PT. Minutes Approval

A. Minutes- October 7, 2020 Motion- Treasurer Hare

Second- Vice President Renoe Approved- Unanimously

Legal

A. Transfer Resolution Discussion The Board discussed the Transfer Resolution to determine if any changes should be made. The Board agreed that no changes will be made at this time. Contracts A. Concessionaire Contract Amendment The Board discussed the TACOOK contract amendment and what changes should be made, if any, to the new areas of responsibility taken on by TACOOK. The Board decided that changes will be made to the Roma Coffee Café and Catering event areas of the contract.

B. CVWD Property/Dog Park The Board discussed the details and wording in the contract to purchase the land from CVWD. The General Manager is to continue the negotiation. C. Date Palm Removal The Board discussed the plan for the Date Palm removal and replacement. It was agreed upon that all trees will be 16 feet tall. GM Vitrano will solicit updated quotes. D. Pavement Management Plan GM Vitrano reported on the proposed 6-year and 3-year Pavement Management plan. This is on the general agenda for discussion.

Personnel None Member Delinquencies/ Discipline

A. Delinquent Assessment Report The Delinquent Assessment report was reviewed by the Board with no questions or clarification needed.

General Managers Report

A. COVID & Association Sponsored Events GM Vitrano discussed the COVID Activities table setup and how to maintain cleanliness during the events. The Board agreed with no objections.

Adjournment

Meeting adjourned at 11:20 PT

Respectfully Submitted: ______________________________

___________

Mike Barber, Secretary

Date

Page 2

November 16 , 2020 Legal A. Queen Palms- Assumption Agreements

9 of 68

OUTDOOR RESORT - PALM SPRINGS OWNER’S ASSOCIATION BOARD OF DIRECTORS STAFF REPORT

Board Meeting Date:

November 16, 2020

New

Unfinished

Discussion X Consent Agenda

Executive Session X

Agenda Item:

Queen Palms

Description:

Assumption Agreements

Submitted By:

Ed Vitrano, General Manager

Date: November 13, 2020

Background: My understanding is that a few years ago, at a recommendation of the A&A Chair, that individual Owners were contacted as their willingness to “adopt” trees, Queen Palms in particular, adjacent to their property and be responsible for the maintenance and ultimate replacement of same. I assume that the assumption program was due to the unchecked planting of Owners through the years trying to beautify their property and the potential cost to maintain/replace. Of the some 250+ Queen Palms on property, there almost 100 which were assumed by Owners (attached). This summer has proven to be brutal to Queen Palms due to that they prefer a tropic/humid atmosphere, which the desert is not, need copious amounts of water and may be near their natural life expectancy. There are three issues which need examination: 1. If there are dead Queen Palms on Common Area do we simply remove and not replace if there is not an Assumption Agreement? I’m sure if that’s done, there will be a cry from those Owners who have enjoyed their presence. How about the cost to trim? 2. If the lot has changed ownership, how is the Assumption Agreement enforced. I don’t believe that any recordation of the Agreement was done which would bind new Owners to the Agreement. 3. I’m not confident that every Owners near a tree/group of trees was solicited to execute an Agreement. Should all Assumption Agreements be made null and void and deal with each Queen Palm on an aesthetics issue and replace with a hybrid, as necessary? The administration of the Agreements is difficult at best. For Consideration: To give direction regarding trees in Common Area which were not planted by the Developer as to Assumption Agreements. Designated Funding: N/A

Board Action:

Tree Assumption 1 Queen Palm Rear of Lot

Lot Number

Current Owner

Owner Signed Diana Lazoruk

Date

147

" "

2/15/2016

Robert and Patricia Gerend Harvey and Margaret Pfluger Natalie Weber and Nancy Dozier Larry Freeman Denny and Cheryl Wagaman Marry Ann Dureau

179

" "

2/5/2016

4 Queen Palms Rear of Lot 3 Queen Palms Rear of Lot * Trees are within property line

182

" "

2/10/2016

189 193 194 234

" " " "

2/6/2016 2/14/2016

1 Citrus Tree 2 Queen Palms Rear of Lot

Barry and Gloria Bloomberg

3/1/2016 2/9/2016

7 Queen Palms and 1 Citrus Tree Rear of Lot 2 Queen Palms Rear of Lot

" "

Lawrence and Patricia Dressel Douglas and Karen German Lawrence, Doris, and Diana Gems

252

David Brown

2/14/2016

2 Queen Palms Rear of Lot

290

Roma Sohni

11/13/2017

2 Citrus Trees

Joseph and Shirley Griggs

322

2/22/2016

2 Citurs Trees Rear of Lot

337

David and Maria Reed David and Maria Reed

2/12/2016

3 Palms

Robert and Cheryl Randall

Eufrett and Joy Crawford Nelson Miller and Janice McTavish

350

2/15/2016

4 Citrus Trees Rear of Lot 1 Citrus Tree *Front of the lot and 1 Palm Tree Rear of lot

371

" "

2/9/2016

Wayne and Kimberly Rogers

377

Louise and Ron Egley Richard and Sammy Jenkins Donald and Phyllis Pashote (Owner of lot 402) Bradley Krohn and Linda Savage

3/6/2016

1 Citrus Tree

390

" "

3/18/2016

2 Queen Palms Rear of Lot

Edward and Christianne Cassinelli Robert and Medley Brewer

418

2/24/2017

several plants planted between 419/418

440

3/6/2016

3 Queen Palms Rear of Lot

Gale and Marvilyn Ray

461 462 468

"Previous Owner" Colleen Steinley

3/11/2016 3/11/2016 3/15/2016

3 Palm Trees North Side of Lot

" "

4 Queen Palms Rear of Lot 1 Planter East Side of Lot 2 Queen Palms Rear of Lot and 7 Citrus Trees East side of lot *All on property

Douglas Elliott

John Frederick

Michael and Sharon Wanless

Michael and Sharon Wanless

482

7/6/2016

Dave and Edith Evasiuk

491

" "

3/17/2016

1 Pepper Tree all on the west side of lot

Richard and Chrissy Brown

515

No Owner Signature Lewis and Kathleen Nelson William and Valerie Sadler

3/21/2016

2 Queen Palms *On homeowner's property

564

Ian and Martine Frew

3/4/2016

3 Queen Palms Rear of Lot

Jeanne and David Courville

565 575

2/22/2016 2/24/2016

3 Queen Palms Rear Side of Lot 2 Queen Palms Rear Side of Lot

Carole Keyes

Olga Perrault

Ann Carson and John Lehman

Pamela and Ronald Estes

582

4/1/2016

1 Citrus Tree Rear of Lot

Norman Brothers and Deborah Foushee

2/13/2016

589

Diane Yendhi

1 Citurs Tree Rear side of lot

Vernon and Kathy Chastain Jim Anderson and Dianna Lee Lyle Dornoff and Karen Schaper Mary and Donald Deborah and Blaine Dahl Thomas and Janet Ryan Alec and Ev Bayes Gary Rholl

604

" "

2/9/2016

2 Queen Palms Rear of Lot

Victoria and Kate Cleveland

606

2/14/2016

1 Citrus Tree

607 610 623 625 626 634

" "

3/14/2016 6/28/2016 3/2/2016 3/21/2016 3/15/2016 2/21/2016

4 Queen Palms Rear of Lot 4 Queen Palms Rear of Lot

Joni Moss

" " " " " " " "

1 Citrus Tree 1 Queen Palms Rear of Lot 2 Fan Palms *Belongs to Resort and 1 Queen Palm Rear of Lot

2 Queen Palms Rear of Lot

2/14/2016

Jack and Laura Pagani

641

" "

1 Citrus Tree Rear of Lot

Rich and Susan Dubnow

658

" "

11/9/2017

3 pygmy Palm Trees and 8 Queen Palm Trees

Gregory and Vivian Sibbald

698

Minnie Carlson Roger Lawson and Katy Kupecz Lenore Dailey Peggy and Ralph Steiert *No signature Julia and Charles Hoadley

2/23/2016

1 Citrus Tree North Side of Lot

732

" "

4/8/2016

2 Palms Rear of Lot *On owner's property 4 Queen palms and 1 citrus tree north side of lot

Vernon and Kathy Chasatin

737

2/29/2016

750

" "

4/16/2016

3 Queen palms south side of lot

5/1/2019

763

William (Bill) Tushar Evan and Ingrid Thompson Donald and Linda Sutherland Craig and Debbie Johnston " " Diane Rose Parker

4 Queen palms rear of lot

767

9/26/2016

2 Queen Palms rear of lot

774 792 794 811

Jerry and Mary Barker

3/7/2016 3/8/2016

1 Queen palms rear of lot 3 Queen palms rear of lot 4 queen palms rear of lot 2 queen palms rear of lot

Lorraine Kimball

Cray Dustron Richard Hood

10/1/2016 3/8/2016

Robert and Luorn Ward Eugene and Connie Ash Jaime Erickson John and Audrey Lemieux Christine Barber Donald and Hildegard Nugent

813

" "

3/14/2016

3 queen palms rear of lot

814 815 818 831

" " " " " " " "

3/6/2016

3 queen palms rear of lot 1 queen palms rear of lot 3 queen palms rear of lot 1 queen palm rear of lot

11/10/2016

3/18/2016 3/7/2016

841

Richard Gelormino Robert and Kathleen Booth

3/8/2016

3 citrus trees west side of lot

Donald and Sarita Nelson

848

3/14/216

3 queen palms rear of lot (5 on the side)

Michael Scheafer

3/15/2016 3/9/2016

858 880

" "

2 jacarandas rear of lot 1 queen palm rear of lot

John Hall

Bruce Coggins

Ric Cahak and Victor Peralta-Violante Margot and Manfred Baur

3 Citrus trees, 1 queen palm, and 1 olive tree rear of lot

887

" "

3/12/2016

Manfred and Margot Baur Steven and Elizabeth Redmond Sandra and James Trice

899

3/15/2016

2 queen palms 1 dead

911

Kelly Martinez

4/7/2016

2 citrus trees rear of lot

Raymond and Betty Swift

915

4/11/2016

1 citrus rear of lot

Chris and Shari Pohlman

917

" "

3/18/2016

3 queen palms rear of lot

Kathleen McCune and Tobi Perkins

955

John Collins

3/18/2016

1 washingtonia palm rear of lot

967 983 984 986

" "

Margaret Gullickson Teresa Brusco Carolyn Jahnke Mark Jill Johnson Joe and Bonnie English Marian Mohler Dwight and Dawn Hines Thomas and Janice Brady

5/3/2016 12/8/2016 3/18/2016 3/6/2016 12/12/2016 1/10/2017

1 queen palm rear of lot 2 queen palms east side 3 palm queens rear of lot 1 small palm tree rear of lot

Rudy Dostal

" " " "

Joe and Bonnie English

995

1 citrus tree and 2 queen palms rear of lot

1007

" "

5 queen palms rear of lot

1013

" "

3/3/2016

2 queen palms and 2 citrus trees rear of lot 2 queen palms and 1 citrus tree rear of lot and 1 stump needing removal

1016

" "

3/14/2016

1017 1021 1024

" " " " " "

Ron and Elaine Haan

3/15/2016 3/18/2016 4/6/2016

1 citrus tree rear of lot 2 Sumac Trees rear of lot 1 Ficus West of lot

Jill Curnett Mike Adams

Candice and jack Delperdang

1030

" "

3/10/2016

2 Citrus and 1 Indian Laurels rear of lot

Keith and Pauline Readner

1038

Marilyn Simon Gary and Helen Conley

3/12/2016

1 Sumac rear of lot - may be dying? 8/6/2020

1043

" "

3/9/2016

1 Citrus tree and 1 robusta west side of lot *on owner's property 1 Citrus trees rear of lot 1 Sumac tree rear left side and 1 citrus rear right side

Charlie and Victoria Condon

1047

" "

11/4/2019

Wesley and Heather Michalchuk Jeanette and Wayne Zuber Charles and Marilyn McCalla Gerry Van Den Brink Don Chervinski Richard and Susan Thomas Penny Bradley David and Kathie Jarrett Carol Eastlund and Charles Stinson Richard Roseberry Gnarles and Carol Stinson Kelly Scott

1070

" "

2/26/2016

1072

" "

3/6/2016

3 Queen palms rear of lot

1074

" "

3/5/2016

2 queen palms rear of lot 3 queen palms rear of lot *On owner's property 3 Queen palms rear of lot

1077 1085 1090 1096 1101

" " " " " " " " " "

3/8/2016 3/18/2016 3/4/2016 3/18/2016 3/8/2016

3 queen palms rear of lot 2 queen palms rear of lot 5 Queen palms south side of lot

1102

Lary and Judy Hesse

3/2/2016

1 ficus tree

1104 1106

" " " "

3/6/2016 2/13/2016

1 citrus tree rear of lot 3 queen palms rear of lot

Barry and Karen Crabtree

1107

3/6/2016

4 queen palms rear of lot and 1 dead

1109

" "

Bob and Joan Craven

2/29/2016

4 queen palms

1112 1118 1122

Richard and Ping Kieta Kriste Stricklin

2/15/2016 2/14/2016 12/28/2016

3 queen palms rear of lot 1 citrus tree rear of lot 1 queen palm rear of lot

" " " "

John Wilson Charles Fusco

Ronald and Susan Gookin

6 queen palms west side of lot *on owner's property

1153 1159

*No signature

*no date 2/10/2016

" "

Madeline Furman Bill and Eileen Waldrop Herb and Jeanne Nyquist Robert and Linda Nicholas James and Patty Aasum

3 queen palms rear of lot

1160

" "

2/8/2016

2 queen palms rear of lot

1162

" "

2/6/2016

2 queen palms rear of lotand 1 dead 3 queen palms, 3 phoenix palms, and 1 gego palm and 1 dead palm

1187

" "

3/13/2016

Henry Aul and Bverly Haden Claude and Shirley Picray

1191

3/14/2016

Does not say. First page is missing.

1192

Biu Dehaas

4/12/2016

1 queen palms and 1 bottle brush rear of lot

1196

Margery Van Arsdall

Margie Van Argdall

1/8/2019

2 queen palms rear of lot

November 16 , 2020 Contracts A. Pavement Management Plan

10 of 68

OUTDOOR RESORT - PALM SPRINGS OWNER’S ASSOCIATION BOARD OF DIRECTORS STAFF REPORT

Board Meeting Date:

November 16, 2020

New

Unfinished

Discussion

Consent Agenda

Executive Session X

Agenda Item:

Pavement Management Plan

Description:

Update from General Manager

Submitted By:

Ed Vitrano, General Manager

Date: November 6, 2020

Background: The agenda item had a considerable short time to discuss last month and I thought it might be well to clarify the possible “sticker shock” which may have been realized. A tour will be scheduled in the next few weeks, showing some of the problems but it is a major issue which needs to be addressed sooner rather than later. The six-year plan, which includes complete replacement of the problem gutter pan drainage in Phase 2 & 3, is estimated at just over $1,783,000. The three-year plan cost, not including complete replacement but repairing cracked sections, is estimated as just over $775,000. If no drainage correction (PCC) is done at all, a cost of $555,000 for just asphalt repairs and sealcoats, is anticipated. In any case, the amount in the current Reserve Fund does not cover the expected cost even at its lower estimate if a three-year plan is adopted. However, the plan can be extended to soften the budget impact. For Consideration: To choose an option, or create an alternative one, and ask the Finance Committee to study its effect on the Reserve Fund and potential, if any, impact to assessments. Designated Funding: Reserves

Board Action:

November 16 , 2020 Personnel A. Ad Hoc Strategic Planning Committee B. Committee Processes ( Meetings/Minutes/Etc) C. Minute Production Deadline

46 of 68

OUTDOOR RESORT - PALM SPRINGS OWNER’S ASSOCIATION BOARD OF DIRECTORS STAFF REPORT

Board Meeting Date:

November 16, 2020

New

Unfinished

Discussion

Consent Agenda

Executive Session X

Agenda Item: Description:

Ad Hoc Committee for Strategic Planning Obtain Board Approval of the Ad Hoc Committee

Submitted By:

Greg Farmer, President – Board of Directors

Date: November 5, 2020

Background: Last year the Board issued a contract to the McMahon Group to assist us in the development of a Strategic Plan and to conduct a survey of the owners. The survey was completed and the analysis was received by the Board and the Owners. The results of the survey helped McMahon and the Board hone in on the areas and amenities that need to be addressed in order to keep our Resort as one of the Premier Resort’s in North America for many years into the future. Based on the results, the McMahon group has assigned a designer to begin developing conceptual drawnings. An Ad Hoc Committee is desired, made up with three Board members and at least four members at large. A request for Owners who have certain specific skills has been issued. Five applications were sent and are attached. Mike Curley Allen Gayken Evon Haarklau Bob Livingston Maryellen Muir Shauna Rieley Of the Board members populating the Committee, I would recommend the following three: Don Renoe, Kathy McCune and Greg Farmer. For Consideration: Ad-Hoc Committee make up and membership. Designated Funding: N/A

Board Action:

November 16 , 2020 Member Delinquencies/ Discipline A. Delinquent Assessment Report

66 of 68

OUTDOOR RESORT - PALM SPRINGS OWNER’S ASSOCIATION BOARD OF DIRECTORS STAFF REPORT

Board Meeting Date: November 16, 2020 New Unfinished

Discussion X

Consent Calendar

Agenda Item:

Homeowner Delinquencies

Description:

None

Submitted By:

Kristine Gonzalez, Controller

Date: November 16, 2020

Background: Currently we have 10 owners who are delinquent past 45 days. The total delinquency for these 10 owners is $22,806.66, certified letters have been sent out to 9 owners as of October 5 th . The due date to get 9 of 10 current is November 19 th . If members are not current as of November 19 th , we will be submitting 9 Authorization to Lien letters to the Board of Directors. One additional certified pay or lien letters will be sent out next week after late fees are applied. Please note there are a total of 42 delinquent accounts but 32 are not past the 45 days. The amount due past 45 days is two months HOA dues, plus two late fees and one interest fee for a total of $937.86. As of November 12, all 10 homeowners are still delinquent and will incur additional late fees for the month of November.

Motion(s) for Consideration: None Designated Funding:

N/A

Board Action:

01 - Outdoor Resort Palm Springs Collection List All Areas (Regular Club & Outside) As at Nov12/20

Pg 1

Member Member Name

Net Amount

Current

1 Mths

2 Mths

3 Mths Over 4 Mths

000015 Lisa Coveney

451.36

406.00

0.41

44.95

0.00

0.00

000020 Joni Moss

857.07

406.00

451.07

0.00

0.00

0.00

000037 Nicholas Kiniski

299.29

119.66

45.85

45.38

0.00

88.40

000059 Casey & Beth Gwinn

24.24

23.79

0.24

0.21

0.00

0.00

000076 Peter & Gloria Youngdale

902.55

406.00

451.48

45.07

0.00

0.00

000093 Thomas & Jennie Minor

1,287.43

406.00

455.13

20.30

406.00

0.00

000109 Pamela Sowers

1,226.85

406.00

454.66

366.19

0.00

0.00

000110 Richard & Sandra Stelting

3,346.38

406.00

475.48

471.40

406.00

1,587.50

000140 David & Sherry Mindel

16.06

12.00

4.06

0.00

0.00

0.00

000148 Charles & Barbara Shaffner

401.53

254.99

37.73

31.69

0.00

77.12

000227 Russel & Sandra Wilbanks

447.42

406.00

0.41

41.01

0.00

0.00

000253 Thomas B. Lykstad

857.07

406.00

451.07

0.00

0.00

0.00

000295 Yoon O Ham

451.07

406.00

45.07

0.00

0.00

0.00

000317 James & Roberta Waller & Neirs

447.42

406.00

0.41

41.01

0.00

0.00

000318 James & Roberta Waller & Neirs

424.98

406.00

0.19

18.79

0.00

0.00

000350 Robert & Cheryl Randall

80.30

78.38

0.66

0.54

0.00

0.72

000377 Wayne & Kimberly Rogers

429.05

386.00

43.05

0.00

0.00

0.00

000385 Timothy Collins

1,053.64

406.00

452.86

67.71

0.00

127.07

000464 Bruce F. Krohn

99.00

97.42

0.85

0.73

0.00

0.00

000587 Carson Sven Schiffkorn

60.84

60.00

0.48

0.36

0.00

0.00

000614 Russell & Mary Carlson

462.38

406.00

56.38

0.00

0.00

0.00

000644 Brent & Nancy Carlson

72.17

71.00

0.59

0.47

0.00

0.11

000749 Gary O. & Karmen J. Budd

434.06

406.00

28.06

0.00

0.00

0.00

000783 Borstad & Farmer TTE Borstad

911.81

406.00

455.54

50.27

0.00

0.00

November 12,2020 7:15pm

User: KRISTINE Term: A1

01 - Outdoor Resort Palm Springs Collection List All Areas (Regular Club & Outside) As at Nov12/20

Pg 2

Member Member Name

Net Amount

Current

1 Mths

2 Mths

3 Mths Over 4 Mths

000798 Williams Trust, 3/90 Williams

24.36

24.00

0.12

0.24

0.00

0.00

000803 Steve Clarke

857.03

406.00

405.96

45.07

0.00

0.00

000807 Robert & Jan Lacy

1,664.13

406.00

458.94

459.19

340.00

0.00

000841 Richard E. Gelormino

50.51

0.00

45.25

5.26

0.00

0.00

000861 Belva Jo Roberts Tru Fulton

4,905.98

406.00

490.58

486.11

406.00

3,117.29

000889 210 Properties, LLC 210 Properties

857.07

406.00

410.06

41.01

0.00

0.00

000930 Bryan & Carla Grom

2,749.54

406.00

469.58

465.11

406.00

1,002.85

000934 Carol Moore

1,746.57

406.00

459.50

459.09

240.00

181.98

000957 Michael & Karen Collier

90.55

0.00

41.42

49.13

0.00

0.00

000966 Frank & Arlene Vierra

1,037.99

406.00

452.74

179.25

0.00

0.00

001006 Josette Taylor

857.07

406.00

451.07

0.00

0.00

0.00

001012 Wayne & Kimberly Rogers

433.45

390.00

43.45

0.00

0.00

0.00

001020 Barry & Shelley Willis

8.12

0.00

0.00

8.12

0.00

0.00

001054 Dowayne Bockman

183.90

146.67

18.35

18.88

0.00

0.00

001089 Steven & Susan Perry

500.49

406.00

45.48

49.01

0.00

0.00

001173 Robert & Edna Oden

443.70

406.00

37.70

0.00

0.00

0.00

001176 Stephen C. Michaels

3,788.15

406.00

479.81

475.34

406.00

2,021.00

001179 Keven & Annette Oden

451.48

406.00

45.48

0.00

0.00

0.00

1074S01 Charles & Marilyn McCalla

0.00

-451.07

451.07

0.00

0.00

0.00

============= ============= ============= ============= ============= =============

Total Report

35,694.06 12,174.84 8,718.29

3,986.89 2,610.00

8,204.04

34.1%

24.4%

11.2%

7.3%

23.0%

===== End of Report =====

November 12,2020 7:15pm

User: KRISTINE Term: A1

November 16 , 2020 General Manager Report on Past/Future Confidential Matters

A. Event(s) Success/Failures B. Employee Covid Protocols

68 of 68